Acct Info Tab
Use this tab to enter, edit, and view General Ledger account information for both new and historical depreciable and non-depreciable property records.
The fields on this tab enable you to designate the asset Account/Organization/Project ownership information and, for depreciable records, the depreciation expense account allocation code, and accumulated depreciation account code information.
Five fields on this tab are system-required for depreciable records before you can save the Asset Master record: Account, Organization, Project (conditionally required, as applicable), Depr Expense Acct Alloc Code, and in the Accumulated Depreciation Code.
Three fields on this tab are system-required for non-depreciable records before you can save the Asset Master record and they are the Asset Account, Asset Organization, and Asset Project (conditionally required, as applicable).
For established Asset Master records only:
You can enter, edit, and view the data from this tab on an alternate screen called, Manage Asset Account Information directly from the Asset Master Records menu. The Costpoint menu provides an alternate access route to specific types of Asset Master data. This gives you more flexibility when screen security options for users with different access needs are set up.
- If you have screen rights to access the Asset Master Records menu, this screen and all its tabs and subtasks are automatically accessible to you.
- If you do not have screen rights to access the Asset Master Records menu, the system administrator can alternately grant or deny access rights using the direct menu option on a screen-by-screen basis, which generally correlates with the data contained in each tab or subtask. In this manner, each user can access only the data from those screens in which specific access has been granted.
You have the option to view data in either a form or table view. Regardless of which entry screen methodology is selected, data functionality and rules for each field are identical to their corresponding field on the Manage Asset Master Information screen.
The system validates the required and optional data on this tab against established data in other Costpoint screens.
For both depreciable and non-depreciable records, you must first set up data for the Asset Account fields on the following screens:
- Accounts on the Manage Accounts screen
- Organizations on the Manage Organization Structures and Manage Organization Elements screens
- Account/Organization Links on the Link Accounts/Organizations screen
- Projects, as applicable, on the Manage Project User Flow screen
- Project/Account Links, as applicable, on the Link Projects/Accounts screen
- Project/Organization Links, as applicable, on the Link Projects/Organizations screen
- Project/Account/Organization Links, as applicable, on the Link Projects/Accounts/Organizations screen
If you additionally use reference numbers, for both depreciable and non-depreciable records, you must also set up data on the following screens:
- Manage Reference Structures
- Manage Reference Elements
- Link References/Accounts/Organizations
For depreciable records only, you also must first set up data for the depreciation expense and accumulated depreciation account codes on the following screens:
- Manage Depreciation Expense Acct Allocation Codes
- Manage Accumulated Depreciation Account Codes
If you decide to take advantage of the template functionality, you should set up the appropriate Asset Templates on the Manage Asset Template Information screen before you begin to add data in an Asset Master record. If you decide to bypass or defer the use of the template capability, you will need to enter data directly on this screen on a field-by-field basis or clone data from existing asset records.
You should enter data on this and other applicable Asset Master tabs/subtasks before you calculate depreciation or add inventory, maintenance, or transfer records. Although you can change information any time, use caution in the timing of your edits, which may impact the calculation of depreciation as well as the types of records included in system reports.
If you have indicated that this record is depreciable (in the Depr Status field on the Desc Info tab), data in each group box is system-required to enable postings to the correct General Ledger accounts. You can optionally designate appropriate project and reference numbers, as applicable. If you have indicated that this record is non-depreciable, only data in the Asset Account group box is required.
You may find that the fields on this tab are already populated with default data from a template. The source of this data is determined by the template/revision number that displays in the Template No and Rev No fields on the Desc Info tab. Data may have been copied from a default template designated on the Configure Fixed Assets Settings screen or from a specified template other than the default. The fields may also be populated by the autocreation process on the Create Autocreation Transactions screen. Initial data that displays as a result of using a template can be edited as desired.
Although you can change the information on this tab any time, use caution in the timing of your edits. Changes to account information can affect postings to the General Ledger as well as the types of records included in system reports that include account number as a selection parameter.
Asset Account
In this group box, you can enter, edit, or view the asset Account/Organization/Project/Ref 1 /Ref 2 ownership combination for this asset record which is associated to the General Ledger.
There are no special rules regarding the types of Account/Organization/Project/Reference 1/Reference 2 combinations that can be set up for an asset account. "Asset" accounts denote "ownership" and can include balance sheet combinations, expense account combinations (perhaps to track items not capitalized), and/or project combinations for property that should be identified with a contract.
A valid asset account combination is system-required on this tab for both depreciable and non-depreciable property. Although account combinations for depreciation expense and accumulated depreciation are not normally associated with non-depreciable records, asset account combination data is required for all records for the purpose of segregating groups of assets. Asset account combination data is frequently one of the selection criteria by which you can choose specialized segments from your database records when performing online queries, running standard reports, or designing custom reports.
For an existing asset record, this field may display the latest selection you made when you originally added or edited the asset record or the selection from the latest Asset Template specified in the Template No and Rev No fields, if a template is used. It may not always be easy to identify the source of the Asset Master data, because template functionality on this tab and in the Manage Autocreation Transactions screen allows you to overwrite all existing data with template data or to populate only blank fields with template data.
Because Asset Master data may have originated from Costpoint Purchasing, Receiving, and/or Accounts Payable using the autocreation function, it is very important to use the template functionality knowledgeably and with caution. Although you should take care to preserve the integrity of the data with respect to its source, you can always edit data in the Asset Master record, as needed, regardless of the mode of data entry (manually, using autocreation, and/or via the template mechanism).
| Field | Description |
|---|---|
| Asset Account |
For a new asset record, enter, or click
Because the system validates your selection for this field against your setup data, you will first need to establish the data on the Manage Accounts screen. You can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. When you save this asset record, the system will validate that the account is a detail account and that it is active. If the account fails one of these validations, you will need to either make corrections to the account or enter a different account number. Additional validations regarding the Account/Organization/Project/Reference 1/Reference 2 data, will also be performed before the record can be saved. The system will validate that the account is valid for the organization, and if project-required, also valid for the project. |
| Asset Organization |
For a new asset record created manually, enter, or click
Because the system validates your selection for this field against your setup data, you will first need to establish the data on the Manage Organization Structures, Manage Organization Elements, and Link Accounts/Organizations screens. For an existing asset record, you can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. When you save this asset record, the system will validate that the organization is active. If the organization fails this validation, you will need to either make corrections to the organization or enter a different organization. Additional validations regarding the Account/Organization/Project/Reference 1/Reference 2 data will also be performed before the record can be saved. The system will validate that the organization is valid for use with the account. If the organization is restricted to specific projects, the system will also validate the organization-project relationship. |
| Asset Project |
For a new asset record created manually, enter, or click
Because the system validates your selection in this field against your setup data, you will first need to establish the data on the Manage Project User Flow, Link Projects/Accounts, Link Projects/Organizations, and Link Projects/Accounts/Organizations screens. For an existing asset record, you can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. When you save this asset record, the system will validate that the project level is valid and active. If the project fails this validation, you will need to either make corrections to the project or enter a different project. Additional validations regarding the Account/Organization/Project/Reference 1/Reference 2 data, may also be performed before the record can be saved such as checking that the account-organization combination linked with the project is valid. |
| Proj Acct Abbrev |
This optional field is available for use if you have previously set up optional project account abbreviation codes on the Manage Project Account Groups screen. There is no corresponding Asset Template field. Enter, or click
If you enter a project account abbreviation in this field, the system will automatically populate the Asset Account field in this group box with the account previously associated with the project account abbreviation. For additional information on the setup and use of project account abbreviations, please refer to specific documentation for the Manage Project Account Groups screen and Project Account Groups. |
| Ref 1 |
The field Ref 1 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the field may be renamed AC 1. For a new asset record created manually, enter, or click
Because the system validates your selection in this optional field against your setup data, you will first need to establish the data on the Manage Reference Elements and Link References/Accounts/Organizations screens. For an existing record, you can edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. |
| Ref 2 |
The field Ref 2 may display a different label if it has been changed on the Configure General Ledger Settings screen. For example, the field may be renamed AC 2. For a new asset record created manually, enter, or click
Because the system validates your selection in this optional field against your setup data, you will first need to establish the data on the Manage Reference Elements and Link References/Accounts/Organizations screens. For an existing record, you can additionally edit data that displays in this field now, you can add new data to a blank field, or you can delete the existing data in this field, as desired. |
to select, an asset account in this system-required field to specify the account "ownership" for this record.
Depreciation Expense Account
Use the field in this group box to enter, edit, or view the depreciation expense account allocation code for this record.
The depreciation expense account allocation code specifies one or more General Ledger account, organization, project, reference 1 and reference 2 combinations to which depreciation expense will be posted for the Asset Master record. This field is system-required for depreciable assets, and it will automatically be skipped by the system for non-depreciable assets.
You must first establish depreciation expense account allocation codes and their associated G/L components on the Manage Depreciation Expense Acct Allocation Codes screen.
| Field | Description |
|---|---|
| Depr Expense Acct Alloc Code |
For a new asset record created manually, enter, or click
For an existing asset record, you can edit data that displays in this field now, as desired. Because postings to the G/L are made to the account represented by the account code, use caution when you change this field. The name that you assigned to the depreciation expense account allocation code during setup on the Manage Depreciation Expense Acct Allocation Codes screen automatically displays in the non-editable field directly to the right of the Depr Expense Acct Alloc Code field. To edit the depreciation expense account allocation code description, you must do so on the Manage Depreciation Expense Acct Allocation Codes screen. |
Accumulated Depreciation Account
Use the field in this group box to enter, edit, or view the accumulated depreciation account code for this record.
The accumulated depreciation account code specifies the General Ledger account, organization, project, reference 1 and reference 2 combination, as applicable, to which accumulated depreciation will be posted for the Asset Master record. This field is system-required for depreciable assets, and it will automatically be skipped by the system for non-depreciable assets.
You must first establish accumulated depreciation codes and their associated G/L components on the Manage Accumulated Depreciation Account Codes screen.
| Field | Description |
|---|---|
| Code |
For a new asset record created manually, enter, or click
For an existing record, you can edit data that displays in this field now, as desired. Because postings to the G/L are made to the account represented by the account code, use caution when you change this field. The name that you assigned to the accumulated depreciation account code during setup on the Manage Accumulated Depreciation Account Codes screen automatically displays in the non-editable field directly to the right of the Code field. To edit the accumulated depreciation account code description, you must do so on the Manage Accumulated Depreciation Account Codes screen. |
| Account, Organization, Project, Ref 1, Ref 2 |
The system automatically displays the account, organization, project, reference 1 and reference 2 that are linked with the Code during setup on the Manage Accumulated Depreciation Account Codes screen. The fields are non-editable on this screen. To edit these fields associated with the Code or to add a new accumulated depreciation account code, you must do so on the Manage Accumulated Depreciation Account Codes screen. Note: The fields
Ref 1 and
Ref 2 may display a different label if they has been changed on the Configure General Ledger Settings screen. For example, the two fields may have been renamed AC 1 and AC 2.
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